Division of Compensation Analysis and Support

Document Number: DCAS-PR-012

Effective Date: 12/14/2012

Revision No. 01

Worker Outreach Program Page 1 of 32

Approval: Signature on file 12/12/2012

Signature Date

Grady Calhoun, Supervisory Health Scientist

Name

Concurrence: Signature on file 12/14/2012

Signature Date

Stu Hinnefeld, Director, DCAS

Name

1.0 PURPOSE .......................................................................................................................2 

2.0 SCOPE ............................................................................................................................2 

3.0 REFERENCES ...............................................................................................................2 

4.0 RESPONSIBILITIES .....................................................................................................2

5.0 GENERAL ......................................................................................................................4 

6.0 PROCEDURE .................................................................................................................6 

7.0 RECORDS ......................................................................................................................12

8.0 APPLICABLE DOCUMENTS ......................................................................................12

Appendix A, General Meeting Structure & Discussion Points..............................................13

Appendix B, Outreach Meeting Process Activities ...............................................................18

Appendix C, Example of Sign-In Sheet .................................................................................19 

Appendix D, Outreach Tracking System Overview ..............................................................20 

Appendix E, Guidance for the identification and processing of Action Items...................29 

Appendix F, Examples of Likely Outreach Meeting Documents.................................30

Appendix G, Development Process for Worker Outreach Minutes...............................31 

RECORD OF ISSUE/REVISIONS

ISSUE 

AUTHORIZATION 

DATE

EFFECTIVE

DATE

REV. 

NO. DESCRIPTION

12/14/2012 12/14/2012 1

Changes address actions from the Outreach Working 

Group and include discussion of minutes and notes, 

announcements at the beginning of a meeting, 

processing of meeting minutes, action item 

identification and processing, etc. 
Effective Date: 12/14/2012 Revision No. 

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Procedure No. DCAS-PR-012 Page 2 of 32

 

1.0 PURPOSE

The purpose of this procedure is to provide the process for the conduct and documentation of 

outreach meetings conducted by the Division of Compensation Analysis and Support (DCAS). 

This process provides current and former Department of Energy (DOE) and Atomic Weapons 

Employer (AWE) employees with the opportunity to obtain information about the Special 

Exposure Cohort (SEC) program and site profiles and to provide information for consideration 

and possible use in dose reconstructions and site profiles. 

2.0 SCOPE 

This procedure applies to DCAS personnel and contractors involved in conducting outreach 

meetings. This procedure does not address expert interviews. This procedure does not address 

conduct of meetings held by other agencies or organizations to which NIOSH is invited, CATIs, 

NIOSH Docket, Web site, E-mails, written forms of correspondence, phone conversations, or 

action items from Board meetings, invited forums, workshops, or other venues in which NIOSH 

may participate in other than outreach town hall and focus group meetings.

3.0 REFERENCES 

3.1 OCAS-PR-010, Data Access and Interview Procedures 

3.2 OCAS-PR-011, department of Energy Classification Review of Documents 

3.3 OCAS-PLCY-0001, Handling Controlled Unclassified Information. 

3.4 Worker outreach support contract # GS-10F-0092J. 

4.0 Responsibilities 

4.1. DCAS Director – Provides oversight and ensures adequate resources for outreach 

efforts. Approves outreach activity functions. 

4.2. DCAS Team Leader – Provides DCAS resource for the function of outreach program 

technical monitor. 

4.3. Outreach Program Technical Monitor – Facilitates, as applicable, outreach efforts with 

the DCAS Director in support of project needs and works with DCAS staff and outreach 

support contractor for coordination of identified needed outreach efforts and services. 

4.4. Special Exposure Cohort (SEC) Petition Counselor – Supports SEC outreach efforts and, 

as required, in coordination with the outreach technical monitor solicits the support of 

the outreach support contractor for identification of needed outreach services. 
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4.5. DCAS Staff/Outreach Support Contractor or DCAS representative – Identifies need for 

outreach efforts at specified DOE/AWE site locations. 

4.6. Communication Development Team Leader – Develops informational media and 

coordinates dissemination to outreach area news media. Coordinates the DCAS web 

update for outreach meeting minutes. 

4.7. DCAS HP Supporting Outreach Efforts – Supports outreach efforts, when needed, and 

coordinates technical HP support, develops questions/areas of interest for outreach 

discussion, reviews and concurs on technical HP’s presentation, identifies issues 

(Appendix E) and coordinates resolution of issues, and works with the Outreach Support 

Writer/Editor to ensure meeting minutes are correct and identified issues are inputted 

into the Outreach Tracking System (OTS). Conducts interviews with former worker or 

current worker in accordance with section 5.2 of OCAS-PR-010, Data Access and 

Interview Procedures. Coordinates with Outreach Support Writer/Editor, interview 

documentation (as noted in section 5.2.2 of OCAS-PR-010) to be entered into the OTS 

for the respective facility and meeting. 

4.8. Outreach Support Contractor, Outreach Support Contractor Team – Provides support to 

DCAS for outreach efforts through personnel and/or organizational notification of past 

and present workers of project activities for outreach efforts of Department of Energy 

(DOE) and Atomic Weapons Employee (AWE) sites. Coordinates and attend outreach 

meetings, serves as meeting lead and minute recorder, and maintains the outreach data 

base in OTS.

Supports and coordinates efforts (as directed) for identified outreach needs, identifies 

outreach needs based on past outreach efforts and technical basis updates, identifies and 

schedules SEC outreach efforts for sites involved with the SEC petition process, and 

supports necessary facility and venue needs for outreach efforts to include facility 

arrangement and administrative coordination, stake holder research, stake holder contact 

and notification, chairs meetings, as appropriate. 

4.9. Writer/Editor, Outreach Support contractor Team Member – Coordinates update of the 

Outreach Tracking System such as outreach meeting minutes, outside personnel contacts 

(other than those in NOCTS), input of issues identified by the DCAS supporting 

outreach HP, and minute taking of meetings. Additionally, directs as required, unredacted/redacted minutes for DOE review and internal DCAS review when returned

from DOE and inputs into OTS when appropriate. Supports scheduling of outreach 

efforts, initiates requests for outside stakeholder notification of outreach meetings, 

updates OTS for stakeholder information (not in NOCTS). Files in OTS any 

correspondence not generated by DCAS for outreach efforts, material distributed to 

claimants and stakeholders at outreach meetings, material used in news media 
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notification, etc. Works with DCAS staff in support of other outreach efforts not 

otherwise specified. 

5.0 GENERAL 

NIOSH outreach meetings are flexibly structured and will usually be facilitated by a NIOSH 

member or an Outreach Support Contractor. NIOSH can and will adjust the meeting format to 

meet the needs of the agency, the Board, and/or the public. Meetings sponsored by the 

Department of Labor are facilitated by the Department of Labor. See Appendix A and B for 

NIOSH outreach meeting structure and discussion points, and process activities. Appendix F 

identifies documents typically placed in OTS for respective events. 

Minutes are a written record of worker outreach meetings. Minutes are not taken because of the 

nature of the meetings at SEC outreach [informational] meetings sponsored by the SEC Petition 

Counselor and Department of Labor meetings where NIOSH has been invited. For those 

meetings in which minutes are taken, they are taken to assure pertinent information is captured 

for later use. Prior to the start of a meeting in which a recording may be used, the meeting 

facilitator will make an announcement stating that the meeting will be recorded and the recording 

is for accurate preparation of the meeting minutes. Draft minutes are developed and directed to 

the DCAS DOE liaison for DOE review. Where notes are taken in lieu of minutes, notes are 

recapped with the group/individual prior to the close of the meeting to verify accuracy and 

completeness and then directed to the DCAS DOE liaison for DOE review. Upon return from 

DOE the minutes/notes go through Privacy Act redaction process if not already completed. 

Draft meeting minutes may be posted on the NIOSH Web before receipt of leadership or 

individual meeting attendee corrective comments. Through date of correspondence or Web 

posting, minutes are provided/posted for participant validation. After sixty days the draft 

minutes become final. Minutes will not include Privacy Act information when posted on the 

NIOSH Web site. Notes will not be posted on the Web 

Sign-in sheets are utilized for NIOSH outreach meetings so that attendees can be contacted, if 

needed, with follow-up information or questions. Sign-in sheets are Privacy Act protected and 

are not published on the NIOSH web site. See Appendix C for an example of a sign-in sheet. 

Generally, there are four types of NIOSH outreach meetings. These include Worker Outreach 

Focus Group meetings, SEC Worker Outreach Focus Group meetings, Worker Outreach Town 

Hall meetings, and SEC Outreach meetings. 

Worker Outreach Focus Group meetings typically consist of a small group of current and/or 

former workers from a specific facility or from a process-level operation within a facility. A 

target audience of no more than 7 to 9 individuals who have expressed an interest in gathering 

feedback or providing information on a specific issue and/or set of questions, and/or the site 

profile document is assembled. A written record of the meeting will be generated. Minutes are 

taken, but notes may be taken in lieu of minutes for smaller groups (or one-on-one) and/or if
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classified/sensitive material is to be discussed. For those meetings in which notes are taken, they 

are taken to assure pertinent information is captured for later use. Where notes are taken in lieu 

of minutes, notes are recapped with the group/individual prior to the close of the meeting to 

verify accuracy and completeness. Minutes and notes are directed for DOE review. Usually 

there is no public announcement for this type of meeting. 

SEC Worker Outreach Focus Group meetings are similar to Worker Outreach Focus Group 

meeting, but could be somewhat larger. These meetings focus specifically on SEC issues that 

arise during the SEC petition evaluation process. These meetings are initiated by NIOSH when 

there is information needed to complete the petition evaluation report that is not available from 

other sources already obtained by NIOSH. A written record of the meeting will be generated. 

Minutes are taken, but notes may be taken in lieu of minutes for smaller groups (or one-on-one) 

and/or if classified/sensitive material is to be discussed. For those meetings in which notes are 

taken, they are taken to assure pertinent information is captured for later use. Where notes are 

taken in lieu of minutes, notes are recapped with the group/individual prior to the close of the 

meeting to verify accuracy and completeness. Minutes and notes are directed for DOE review. 

Usually there is no public announcement for this type of meeting. 

Worker Outreach Town Hall Meetings are general public meetings with the targeted audience 

being the affected claimant population. These meetings are held to discuss program or policy 

issues, or to disseminate information to a large audience. For example, when a site profile is 

revised and a worker outreach meeting has already been held, NIOSH might hold a follow-up 

Town Hall meeting to announce the site profile changes to the general public. Typically NIOSH 

may not be seeking any new information from the audience in a Town Hall meeting; however, 

comments or new information may be obtained. Minutes of the meeting are taken. Worker 

Outreach Town Hall Meetings can include a public media/press release and contact with local 

unions and claimants. 

SEC Outreach meetings are coordinated by the NIOSH SEC petition Counselor and the NIOSH 

Ombudsman. SEC Outreach meetings are typically limited to discussion and informing 

individuals of the SEC process. The meetings are held at the request of the public and may 

include press releases, and contact with DOL, local unions, claimants and petitioner. Minutes of 

the meeting are not taken. 

Other forms of meetings with NIOSH participation include dose reconstruction workshops and 

meeting sponsored by the Department of Energy. The NIOSH sponsored dose reconstruction 

workshops are held to educate members of the public about the dose reconstruction process. 

Activist and individuals from union and advocacy groups are invited to attend. Minutes are not 

taken. There is no public media announcement for this type of meeting. 

As requested, NIOSH will often participate in meetings held by the Department of Labor. In 

such meetings sponsored by the Department of Labor, NIOSH’s role is to answer questions 

related to the activities that NIOSH performs in support of EEOICPA. Minutes are not taken. 
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6.0 PROCEDURE 

6.1. Identifying the need for outreach efforts 

Because outreach efforts may vary as noted in section 5.0 above, the timing or 

scheduling is not rigidly structured. The timing for scheduling an outreach effort should 

be guided by: 

6.1.1. Substantive changes made to site profile, 

6.1.2. The need to identify and inform stakeholders of the SEC petition process or 

status, 

 

6.1.3. The need to gather additional information from stakeholders to address areas of 

interest for support of SEC evaluations and or site profile, 

6.1.4. Invitation from another agency for NIOSH participation, 

6.1.5. As otherwise deemed appropriate for an outreach effort. 

Note: SEC outreach informational meetings (conducted by the SEC Petition Counselor 

and NIOSH Ombudsman) are generally coordinated by the SEC Petition Counselor and 

the NIOSH Ombudsman, but, as needed may be supported by the OSC 

Writer/Editor/OSC Team. On occasion, when the DCAS HP needs additional 

information to support the SEC Petition Evaluation, support in arranging necessary 

meeting venues and contacting the appropriate personnel to attend is coordinated through 

the OSC Team. 

6.2. Identifying the need for OSC Team support for outreach efforts 

The outreach support contractor team provides outreach assistance to NIOSH to improve 

the outreach effectiveness through collaboration with past and present energy workers, 

stakeholders, and union and professional groups that represent workers at Department of 

Energy (DOE) and Atomic Weapons Employer (AWE) sites. Additionally, the OSC 

Team provides the necessary infrastructure for arranging and facilitating meetings, 

taking and developing meeting minutes, and filing of strategic meeting documents. 

Generally, such OSC Team support may be requested for the following needs: 

6.2.1. Gathering additional information in support of an SEC petition evaluation or site 

profile as requested by DCAS. 
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Procedure No. DCAS-PR-012 Page 7 of 32

 

6.2.2. Gathering additional information and or providing feedback to stakeholders on 

new or updated site profile as requested by DCAS HP, DCAS Management or as 

may be identified by the OSC Team. 

6.2.3. Informing stakeholders of SEC petitions and petition status as requested by 

DCAS HP, SEC Petition Counselor, DCAS Management, or as may be identified 

by the OSC Team. 

6.2.4. Informing the public of the SEC process as requested by the SEC Petition 

Counselor.

6.2.5. Establishing workshops focused to inform present and past energy workers, 

stakeholders, union and advocacy groups of the dose reconstruction and SEC 

process as requested by DCAS Management or as may be identified by the OSC 

Team. 

6.2.6 Support efforts where individuals would like to participate in an outreach meeting 

but are unable to for some reason. This may include establishing teleconference 

capabilities at the scheduled meeting, providing phone interview arrangements, 

directing individuals to the NIOSH Web site for their feedback, or directing 

individuals to the DCAS HP. 

6.3. Arranging Outreach Efforts 

This section discusses the basic arrangements needed for the various outreach efforts. 

6.3.1. Worker Outreach Meetings (Focus Group – Non SEC) 

6.3.1.1. Initiating support 

DCAS HP coordinates with the Outreach Support Contractor (OSC) for support in 

establishing Focus Group meeting, as needed. 

6.3.1.2. OSC activities 

6.3.1.2.1. Identifies organizations (union, professional, retirement) affiliated 

with the DOE or AWE site and works with these organizations to 

identify present and past workers interested in the outreach effort. 

6.3.1.2.2. Works with DCAS HP and identifies/establishes venue, 

coordinates supplies, provides or arranges audio visual needs. 
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6.3.1.2.3. Develops and sends to interested individuals introductory/ 

confirmatory notices of meeting and appropriate informational 

material as coordinated with the DCAS HP. Places notification 

lists, informational material and copy of letter into the OTS 

system. 

Note: In a Focus Group meeting of this sort, public notification is 

typically not required. If public notification is required the OSC 

Writer/Editor will work with the Communication Development 

Team Leader in the development and distribution of the 

notification. 

 

6.3.1.3. Preparing Meeting Materials (Focus Group – Non SEC) 

6.3.1.3.1. The DCAS HP coordinates the development of the presentation (as 

appropriate) and questions identifying areas of interest with the 

Site Profile Subject Matter Expert (SPSME). Typically, the 

SPSME develops the draft presentation (if required) and possible 

selected questions and works with the DCAS HP till finalized by 

the DCAS HP. 

6.3.1.3.2. The DCAS HP forwards a copy to the OSC Writer/Editor for 

further processing. 

6.3.1.3.3. The OSC Writer/Editor files the presentation and questions into the 

OTS system. Additionally, as directed by the DCAS HP, the OSC 

Writher/Editor forwards questions to prospective meeting 

attendees, and makes appropriate copies of questions/presentation 

for distribution and use during the meeting. 

Note: In a Focus Group meeting, public notification is typically 

not required. If public notification is required the OSC 

Writer/Editor will work with the Communication Development 

Team Leader in the development and distribution of the 

notification. 

6.3.2. Worker Outreach Meetings (SEC Focus Group) 

6.3.2.1. Initiating support 
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DCAS HP coordinates with the Outreach Support Contractor (OSC) for support in 

establishing an SEC Focus Group meeting, as needed. 

6.3.2.2. OSC activities 

6.3.1.2.1. Identifies organizations (union, professional, retirement) affiliated 

with the DOE or AWE site and works with these organizations to 

identify present and past workers interested in the SEC outreach 

effort. 

6.3.1.2.2. Works with DCAS HP and identifies/establishes venue, 

coordinates supplies, provides or arranges audio visual needs. 

6.3.1.2.3. Develops and sends (as appropriate) to interested individuals 

introductory/ confirmatory notices of meeting and appropriate 

informational material as coordinated with the DCAS HP. Places 

notification lists, informational material and copy of letter into the 

OTS system. 

 

Note: In an SEC Focus Group meeting, public notification is 

typically not required. If public notification is required the OSC 

Writer/Editor will work with the Communication Development 

Team Leader in the development and distribution of the 

notification.

6.3.2.3. Preparing Meeting Materials (SEC Focus Group) 

6.3.2.3.1. The DCAS HP coordinates the development of questions 

identifying areas of interest with the Site Profile Subject Matter 

Expert (SPSME) for issues needing clarification in completing the 

SEC petition evaluation. 

6.3.2.3.2. The DCAS HP forwards a copy to the OSC Writer/Editor for 

further processing. 

6.3.2.3.3. The OSC Writer/Editor files the questions into the OTS system. 

Additionally, as directed by the DCAS HP, the OSC 

Writher/Editor forwards questions to prospective meeting 

attendees, and makes appropriate copies of questions for 

distribution and use during the meeting. 
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6.3.3. Worker Outreach Meetings (Town Hall) 

6.3.3.1. Initiating support 

DCAS HP coordinates with the Outreach Support Contractor (OSC) for support in 

establishing Focus Group meeting. 

6.3.3.2. OSC activities 

6.3.1.2.1. Identifies organizations (union, professional, retirement) affiliated 

with the DOE or AWE site and works with these organizations to 

identify present and past workers interested in the outreach effort. 

6.3.1.2.2. Works with DCAS HP and identifies/establishes venue, 

coordinates supplies, provides or arranges audio visual needs. 

Because this outreach effort could entail a much larger group of 

interested individuals (unlike the smaller Focus Groups), a larger 

venue facility will need to be acquired to accommodate the 

meeting. 

6.3.1.2.3. Develops and sends to interested individuals introductory/ 

confirmatory notices of meeting and appropriate informational 

material as coordinated with the DCAS HP. Places notification 

lists, informational material and copy of letter into the OTS 

system. 

 

Note: In a Town Hall meeting, public notification may be 

required. Public news media information is researched by the 

OSC Team (i.e., newspaper, TV, radio) along with a brief 

description of the meeting’s purpose is provided to the DCAS 

Communication Development Team Leader for review, editing, 

and directing to area news media. 

6.3.3.3. Preparing Meeting Materials (Town Hall) 

6.3.3.3.1. The DCAS HP coordinates the development of the presentation (as 

appropriate) and possible questions identifying areas of interest 

with the Site Profile Subject Matter Expert (SPSME). Typically, 

the SPSME develops the draft presentation and possible selected 

questions and works with the DCAS HP till finalized by the DCAS 

HP. This presentation may provide a general overview of the dose 

reconstruction program, what efforts have been initiated in the past 

with communicating and obtaining feedback on the site profile, 
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Procedure No. DCAS-PR-012 Page 11 of 32

 

what changes have been made to the site profile and if the changes 

were made based on document search, feedback from past 

meetings, or oversight evaluation. 

6.3.3.3.2. The DCAS HP forwards a copy to the OSC Writer/Editor for 

further processing. 

6.3.3.3.3. The OSC Writer/Editor files the presentation and questions into the 

OTS system. Additionally, as directed by the DCAS HP, the OSC 

Writher/Editor makes appropriate copies of questions/presentation 

for distribution and use during the meeting. 

6.3.4. Worker Outreach Meetings (Petition Counselor - SEC) 

6.3.4.1. Initiating support 

The SEC Petition Counselor and the NIOSH Ombudsman independently make the 

necessary arrangements for the SEC informational outreach meetings. Such 

arrangements include venue arrangements, media notifications, and material 

development. As appropriate the OSC Team may be asked to help in these efforts as 

well as establishing area points of contact (i.e., past/present DOE/AWE workers, 

unions, and professional organizations). 

6.3.4.2. Department of Labor notification 

The SEC Petition counselor or the NIOSH Ombudsman typically notify and invite the 

Department of Labor for their information and support. This notification is a courtesy 

notification in the event DOL would like to attend the meeting and address possible 

questions related to their program. 

6.3.4.3. Preparing Meeting Materials (Petition Counselor - SEC) 

Meeting materials are canned and may be modified to suit the site and the available 

site specific SEC statistics. Meeting materials, handouts, sign-in sheets, and possibly 

news media notifications may be kept in OTS. 

6.3.5. NIOSH Dose Reconstruction Workshops 

Dose reconstruction workshops are by invitation and are held by NIOSH to 

educate members of the public and government about the dose reconstruction and 

SEC process. Members of the public who may be invited include activist, 

individuals from union and advocacy groups, and Department of Labor personnel. 
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Preparing of training material are performed in house, developed and modified to 

the audience, reviewed by the Health Science Administrator and the 

Communication Development Team Leader, and approved by the DCAS Office 

of Director. 

6.3.6. Department of Labor Meetings 

The Department of Labor holds meetings at various site locations in which 

NIOSH will often participate, as requested. NIOSH participation is in support of 

activities performed by NIOSH under the EEOICPA. Pre-developed handouts 

and informational material may be provided along with professional feedback on 

questions related to the NIOSH role in the program. 

6.4. Outreach Tracking System (OTS) 

The Outreach Tracking System provides for tracking of information associated 

with outreach efforts. This information includes, but is not limited to; location of 

the outreach effort, type of outreach effort, minutes of outreach meetings, sign-in 

sheets, informational handouts, correspondence, points of contact, calendar of 

scheduled meetings, issue tracking, etc. The OTS system is used for outreach 

meetings except for dose reconstruction workshop and Department of Labor 

meetings. Although OTS is not intended for the tracking of information from 

these two types of meetings, their events may be placed on the calendar of 

scheduled meetings for distribution for informational purposes to respective 

recipients. See Appendix D and E for additional guidance on the Outreach 

Tracking System. 

7.0 RECORDS 

The following records are generated as applicable. 

7.1. Meeting minutes or notes 

7.2. Sign-In Sheets 

7.3. Formal letters to claimants and stakeholders 

8.0 APPLICABLE DOCUMENTS

None 
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Appendix A, General Meeting Structure & Discussion Points

Focus Group Meeting -Outreach and SEC 

●OSC – OSC Team facilitator makes introduction and introduces the 

NIOSH and OSC staff, and facilitates meeting, as appropriate. 

 Makes announcements addressing *recording of the meeting,

**addresses discussion of classified/sensitive material, and 

requests that each NIOSH, Board member, Board Contractor, 

ORAU staff, Outreach Support Contractor staff and other NIOSH 

support personnel state whether they are conflicted or not. 

Additionally, announces that the meeting minutes (if taken) will 

be posted on the NIOSH Web for their validation for 60 day 

(following internal review, DOE review, and PA redaction). 

 Note: If the OSC facilitator is not present announcements will be 

addressed by the DCAS HP. 

 When available, the OSC Writer/Editor coordinates sign-in sheets, 

provides handout materials, and records and takes notes during the 

meeting. In the absence of the OSC Writer/Editor no recording 

would likely take place and the DCAS HP would coordinate signin sheets, handout materials, and take notes. 

●NIOSH Staff – The DCAS HP along with the Site Profile Subject 

Matter Expert discusses the purpose of the meeting 

 Discusses areas of interest (i.e., time periods, work practices 

radiological conditions, working environments, facilities, 

operational conditions, etc.) for which information is desired in the 

TBD or petition evaluation. 

 Address areas of interest through a discussion forum or through the 

re-addressing of questions. 

 Open discussion – field questions 

NIOSH/ORAU participants should be attentive to discussions in 

which issues or discussions are appropriate for documenting and 

tracking in accordance with Appendix E.
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Worker Outreach Town Hall Meeting 

●OSC - OSC Team facilitator makes introduction and introduces the 

NIOSH and OSC staff, and facilitates meeting, as appropriate. 

Makes announcements addressing *recording of the meeting,** addresses 

discussion of classified/sensitive material, and requests that each 

NIOSH, Board member, Board Contractor, ORAU staff, Outreach 

Support Contractor staff and other NIOSH support personnel state 

whether they are conflicted or not. 

Additionally, announces that the meeting minutes will be posted 

on the NIOSH Web for their validation for 60 day (following 

internal review, DOE review, and PA redaction).

The OSC Writer/Editor coordinates sign-in sheets, provides 

handout materials, and records and takes notes during the meeting. 

●NIOSH Staff – The Site Profile Subject Matter Expert makes the 

presentation with the DCAS HP supporting discussions. The following 

are typical areas which may be addressed: 

Overview of the dose reconstruction program 

Summarization of site profile information and asks for comments 

on its accuracy and completeness 

Discuss what site profile changes have been initiated from past 

meetings and feedback 

Discuss what site profile changes have been initiated based on 

document search 

Discuss what types of information and records that is useful to 

develop the site profile 

Discuss and request records or information with which DOE or 

AWE workers or claimants might be familiar with 
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Asks for additional information to fill in gaps or identify issues 

related to the accuracy of the site profile 

Solicit any information that the attendees think could be important 

to the dose reconstruction process 

Open discussion – field questions 

NIOSH/ORAU participants should be attentive to discussions in 

which issues or discussions are appropriate for documenting and 

tracking in accordance with Appendix E.

SEC Outreach Meeting 

●SEC Petition Counselor or Ombudsman – introduces the presiding 

meeting personnel 

Possible discussion topics may include –

The SEC petitioning process such as agency responsibilities under 

EEOICPA 

Dose reconstruction process and the differences between it and the 

SEC process 

Overview of the SEC eligibility and key process events 

SEC statistics (as appropriate) 

Open discussion – field questions 

NIOSH participants should be attentive to discussions in which 

issues or discussions are appropriate for documenting and tracking 

in accordance with Appendix E.

 NIOSH Dose Reconstruction Workshops 

 Generally, brief opening remarks are provided by NIOSH senior 

management which may address the high lights of the EEOICPA program, 

the purpose of the training, topics covered in the training, and an 

introduction to the presenters. 
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 The individual presentations are tailored to the audience and their needs. 

 Handouts are typically provided. 

 NIOSH participants should be attentive to discussions in which issues or 

discussions are appropriate for documenting and tracking in accordance with 

Appendix E. 

 Department Of Labor (DOL) Meetings 

 DOL sponsors and facilitate meetings. 

 The information provide by DOL is that which governs their program 

operations and processes as it relates to EEOICPA. 

 NIOSH’s involvement is at the request of DOL and support of NIOSH 

efforts as it relates to EEOICPA. 

 NIOSH participants should be attentive to discussions in which issues or 

discussions are appropriate for documenting and tracking in accordance with 

Appendix E.

______________________________________________________________________________ 

*For a meeting with an OSC Team facilitator, the OSC Team facilitator will 

generally facilitate the meeting and the DCAS HP and the Site Profile 

Subject Matter Expert will conduct the presentation and discussion. At the 

beginning of a meeting, when the meeting is to be electronically taped, the 

OSC Team facilitator or Team Member will make an announcement similar 

to the following: 

“This meeting is being recorded. The recording will not be available for 

public distribution. The purpose of the recording is to help prepare accurate 

meeting minutes. Does anyone object?” 

Note: If there are no objections, the meeting will be recorded. 

If there are objections, the OSC Team facilitator will resolve the 

issue. 
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 Possible Scenarios 

If an individual (s) objects to the recording, the individual (s) may 

leave and may give written comments through the NOCTS web 

application or letter, or may be given the opportunity to voice their

comments after the meeting provided there is sufficient time or by 

phone at a later date. 

If there is an objection by majority, the meeting will not be recorded 

and written notes will be used to best capture the essence of the 

meeting discussions. 

__________________ ______ ____________________ 

**Additionally and as appropriate, at the beginning of the meeting/interview 

the OSC Team facilitator or a DCAS representative will address discussion of 

sensitive/classified material. An announcement/statement similar to the 

following will be made: 

 

The purpose of this meeting is not to discuss sensitive or classified material. If 

such discussion is necessary a separate meeting will be arranged, in 

coordination with DOE, in a secure location at a later date. 

Additionally, announces that the meeting minutes will be posted on the 

NIOSH Web for their validation for 60 days (following internal review, DOE 

review, and PA redaction).

 

 Note: 

Special interviews with former worker or current worker (as noted above) are 

conducted and documented in accordance with section 5.2 of OCAS-PR-010, 

Data Access and Interview Procedures. Documentation (as noted in section 

5.2.2 of OCAS-PR-010) is to be entered into the OTS for the respective facility 

and meeting if cleared for release. 

 ____________________ ______ _____________________ 
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Appendix B, Outreach Meeting Process Activities 
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Appendix C, Example of Sign-In Sheet 
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Appendix D, Outreach Tracking System Overview 

Note: For field trending, ad hoc reports are available through DCAS TST. 

To locate the Outreach Tracking System go to “Staff Tools” in NOCTS. The Home Page will 

look similar to the following Figure 1: 

Figure 1 

The Home Page shows “Selected Site to View Information” and “Scheduled Meetings.” 
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If the arrow for “Selected Site to View Information” is clicked a screen similar to Figure 2 is 

viewed: 

Figure 2 

This popup box is divided into two sections noted as “SITES WITH DATA” and “SITES 

WITHOUT DATA.” Sites without data have no data and if chosen would indicate so. 
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Sites with data are populated with data and when selected would look similar to Figure 3: 

Figure 3 

On this page “General Contact” information (clicking on the people icon), meeting information 

(clicking on the hour glass), and Site Actions and Site Files (clicking on the respective group) 

can be accessed. 
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Click on “Back to Home” in the upper left corner of the screen (not seen on the previous screen) 

and this will bring back the Home Page as shown in Figure 4: 

Figure 4 

To see details of any of the meetings shown on this page click the Hour Glass. 
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A page similar to the Figure 5a and 5b (one page with slide bar) will be displayed: 

Figure 5a 

Figure 5b 
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This screen (shown in two pictures above, Figures 5a and 5b) provides details of the scheduled 

meeting, covered sites involved (will display if more than one site), and displays Meeting Action 

Items, Meeting Notifications, and Meeting Files. 

The DCAS HP or SEC Counselor (meeting owners) for the meeting, or the Writer/Editor will 

have the ability to update the section noted as “Meeting Action Items.” Action items are 

identified by the DCAS HP or the SEC Counselor and inputted into this screen or coordinated 

with the Writer/Editor for uploading. The Meeting Action Item screen will look similar to 

Figure 6: 

Figure 6 

Required fields to enable the action item are noted with an asterisk to include action item owner 

field. These are required fields. Once these fields are populated and the “Submit” clicked on, 

the item will be an action item associated with this meeting. As feedback is received on the 

status of the action item, the “Action Item Current Status” field is updated by the meeting owner. 

Upon closure of the action item, the “Action Item Resolution Detail” is completed by the 

meeting owner. 
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The “Meeting Notification” screen, acquired from the “Meeting Information” screen Figure 

5a/b, is for generation of letters to the respective stakeholders of that meeting. This screen is 

intended for the selection of specific notification templates and requesting printing from TST. 

The New Notification screen will look similar to Figure 7: 

Figure 7 

 

The “Meeting Files” section, acquired from the “Meeting Information” screen Figure 5a/b, is for 

storage and review of presentation material, handout information, meeting minutes, sign-in 

sheets, news paper articles, news releases, etc. This is a repository and easy access for 

information associated with the meeting. 
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Calendar events are initiated by selecting a site as in Figures 1 through 2. Once a site has been 

selected as shown in Figure 3 a “New Meeting” screen is obtained by clicking on the + at either 

top right of the Site Meetings box or to the far right within an existing meeting entry. The + 

outside the box gives an empty meeting display for information entry and the + to the far right 

within an existing meeting gives a filled meeting display of the meeting in line with the + which 

can be used to update only those fields which have changed. The New Meeting display is shown 

in Figure 8 which is filled and ready to update as appropriate. Once updated click on “Submit” 

and the meeting is entered into OTS. To E-mail the calendar event, return to the Home Page 

Figure 1 and select email recipients in the drop down box next to “Send Out Meeting Info Email 

to.” After making recipient selection send by clicking on the “Send Out Meeting Info Email to.” 

Figure 8 
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The receipt E-mail notification of calendar events will look similar to Figure 9. The E-mail 

notification identifies Upcoming Outreach Meetings and provides a breakdown of each 

notification by: Worker Outreach and site being sponsored, When (date), Where (venue and 

time), Audience (public, petitioners, etc), DCAS POC (DCAS point of contact sponsoring 

meeting), Contractor POC (contractor subject matter expert, outreach support contractor 

support team member, etc.), and Note section (brief description/purpose of meeting). 

Figure 9 
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Appendix E 

Guidance for the identification and processing of Action Items 

Identification of Action Items – Action Items are identified by the DCAS HP/Staff and may be 

coordinated in house or with ORAU and/or the OSC staff. Based on professional judgment, 

Action Items are identified and tracked due to their specific nature. At a minimum, one should 

be sensitive to discussions and Action Items initiated in which 1) it has been pointed out that the 

site profile or technical document is incorrect or inadequate, 2) new information, which has not 

been considered before, has been identified that may have an impact on the technical document, 

and 3) a follow-up is needed to address a question (not immediately or completely addressed), a 

request, or the possible need to look for additional information. This guidance is not intended to 

be comprehensive, but awareness for likely sources of Action Items. 

Additional guidance in processing Action Items – Action Items are documented and tracked in 

the Action Item screen as shown in Appendix D, Figure 6. Consideration for processing an 

effective Action Item takes into account several things including a specified end date, response 

review, and how the Action Item has been closed out. The Action Items are entered into the 

Action Item screen identifying and describing the issue and identifying an owner. Along with 

the above information entries are made for the date the Action Item was initiated and what 

initiated the Action Item. Through coordination of the DCAS HP and the ORAU subject matter 

expert an owner is identified and assigned to resolve/address the issue. In conjunction with 

identifying an owner, a date for completion is entered into the system which has been agreed to 

based on work schedule, level of effort, and timely need for responsiveness. Along with the 

above information, Action Item Current Status and Action Item Resolution Details are inputted. 

The Action Item Current Status addresses the current state of response (may address roadblocks, 

progress to completion, etc.) while the Action Item Resolution Details addresses the issue as to 

what was done to resolve the issue and what, if any, impact it may have on a technical document. 

Once the Action Item Resolution is completed it is reviewed by the DCAS HP for completeness 

and technical adequacy, notes date of resolution, and indicates in the Action Item Closure Type 

what it influenced (TBD update, feedback to EE, etc.). 
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Appendix F 

Examples of Likely Outreach Meeting Documents 

Focus Groups (Outreach and SEC) 

Meeting Notes* 

Sign-in-sheets* 

Re-cap/summarization of meeting (may be developed from notes) 

Action Items* 

Town Hall Meetings 

 Sign-in-sheets 

 Minutes 

 Action Items* 

SEC Outreach Meeting 

 Sign-in-sheet 

 Minutes 

 Action Items* 

DOL and Training Events 

 No Documents anticipated 

 Action Items* 

*As appropriate 
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Appendix G 

Development process for worker outreach minutes 

OSC W/E Prepares draft meeting minutes using notes and/or audio recording 

 Forwards draft minutes to NIOSH and ORAU attendees for review 

 Incorporates responses from all who reviewed draft minutes 

Redacts and forwards draft minutes to DDRC for DOE review 

DDRC Forwards minutes to ORAU for direction to DOE reviewer for classification review 

ORAU Directs draft minutes to DOE reviewer for classification review 

 Provides notification to DDRC/NIOSH that classification review is complete 

DDRC Forwards cleared draft minutes to OSC W/E 

OSC W/E Redacts and directs to PAR for final review and redaction 

PAR Reviews and redacts minutes for PII 

Forwards redacted draft minutes/comments to OSC W/E 

OSC W/E Makes changes per PAR and edits header & footer for posting and directs to CDTL for posting 

on NIOSH Web 

CDTL Posts draft redacted minutes on NIOSH Web 

OSC W/E Forwards draft minutes for 60 day review to senior official (s) of the host labor organization, to 

union liaison if a BCTC meeting 

 After 60 day review period, incorporates responses from the parties who commented on the 

draft into the final meeting minutes 

 Direct final minutes to CDTL for placing on the NIOSH Web 

 Place un-redacted and final redacted minutes in OTS 

CDTL Place final minutes on the NIOSH Web 
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Procedure No. DCAS-PR-012 Page 32 of 32

 

Note: For those meetings where notes are taken in lieu of minutes, notes are recapped with the 

group/individual interviewed prior to the close of the meeting to verify accuracy and 

completeness. Notes are then forwarded to DOE for classification, placed into the 

Outreach Tracking System and stored in the Site Research Data Base (SRDB). 

Note: Connectivity of minutes for a specific outreach and associated independent interviews with 

that outreach will be coupled in the SRDB through a naming convention. The naming 

convention, as an example for an SEC is “Documented Communication (SEC00192)...” 

for an SEC outreach meeting minutes placed into OTS. This naming convention will be 

replicated when placed into the SRDB. Interviews performed in conjunction with this 

SEC outreach meeting and placed into the SRDB will have the same naming convention 

“Documented Communication (SEC00192)...” This naming convention will connect the 

outreach minutes to associated independent interviews when doing a search during SEC 

evaluations and technical basis document updates.

__________________________________________________________ 

OSC W/E Outreach Support Contractor Writer/Editor 

DDRC Designated DOE Review Coordinator 

ORAU Oak Ridge Associated Universities

CDTL Communications Development Team Lead

PAR Privacy Act Redactor

BCTC Building and Construction Trades Council

PII Personally Identifying Information